Handover Proof Missing - hmislk/hmis GitHub Wiki

Handover Proof Missing

Overview

When a cashier completes a shift handover, each non-cash payment (card slip, cheque, bank slip, etc.) must be physically handed over along with its documentation. Occasionally, a cashier may be unable to locate the physical proof of a payment — for example, a card machine receipt may have been misplaced, or a cheque may have gone missing.

In such cases, the money itself is not missing — the institution has already received the payment. Only the physical proof is absent. The system handles this through a dedicated Proof Missing workflow that is distinct from a cash shortage.

Key Distinction: Proof Missing vs. Cash Shortage

Situation Meaning Workflow
Cash difference at handover Actual money unaccounted for Shift Shortage Bill
Non-cash payment proof cannot be found Money received, documentation lost Handover Proof Missing Bill

Step-by-Step Workflow

1. During Handover — Marking Proof as Missing

On the payment selection screen (Menu > Financial Transaction Manager > Shift Management > Handover Current Shift, then drill into a non-cash payment method):

Each payment row has two checkboxes:

  • Select to Handover — must be ticked for every payment. Partial handovers are not permitted.
  • Proof Missing — tick this if you cannot locate the physical proof for this specific payment.

A yellow "Missing" badge appears on any row marked as proof missing.

Important rules:

  • You cannot mark a payment as "Proof Missing" without also selecting it for handover.
  • All payments must be handed over — even those with missing proof.

2. Submitting the Handover

When the cashier clicks Mark Shift Handover Complete:

  • All selected payments (including proof-missing ones) are included in the main handover bill at full value.
  • If any proof-missing payments exist, a separate Handover Proof Missing bill is automatically created.
  • The receiving cashier sees a warning on their incoming handover screen.

3. Receiving the Handover

The receiving cashier's incoming handover screen (handover_bills_for_me_to_receive.xhtml) displays a warning indicator on any handover that contains proof-missing items. The receiver accepts the handover knowing that those items lack physical documentation.

4. Settling the Proof Missing Bill

Once the situation is resolved — the original proof is found, a replacement document is obtained, or bank confirmation is secured — a privileged user settles the proof missing bill:

  1. Search for the outstanding Handover Proof Missing bill in the cashier bill search.
  2. Select the bill and click Settle.
  3. Enter:
    • Settlement amount
    • Resolution notes (e.g., "Original card slip found", "Replacement cheque received — Ref: CHQ-2026-0042")
  4. Click Confirm Settlement.

A Handover Proof Missing Settlement bill is created and the original bill is marked as settled.

Required Privilege

Privilege Category Who needs it
Settle Handover Proof Missing Finance Supervisors, Finance Managers

This privilege must be assigned via Menu > Administration > User Roles.

Bill Types Created

Bill Type When Created Purpose
HandoverProofMissing At handover submission Records which payments lack physical proof
HandoverProofMissingSettlement When supervisor settles Closes out the proof missing liability

Related Pages

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